---
title: Delegation Planner™
description: Learn how to use the Delegation Planner™ to brainstorm any major project, goal, or milestone.
---

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# Delegation Planner™

## Learn how to use the Delegation Planner™ to brainstorm any major project, goal, or milestone.

---

The Delegation Planner™ is your visual aid for managing shifting responsibilities as your team grows and changes. It helps you identify where employees should prioritize their time for the most effective assignment of responsibilities.

![](https://help.trainual.com/hs-fs/hubfs/Delegation-Planner-Img1-png.png?width=449&height=331&name=Delegation-Planner-Img1-png.png)  
👉 Before you start:

- The Delegation Planner™ is only available under specific Trainual plans. [**Contact** **our support team**](https://help.trainual.com/en/articles/7974748-contact-trainual?hsLang=en) if you need help with your subscription.
- Only those with an Admin+ **[permission level](https://help.trainual.com/en/articles/5589497-permission-levels?hsLang=en)** can create, manage, and see delegation boards.

🗂️ **Table of contents:** Skip around to just the parts you need with these links.

- **🤔 [Overview — What is the Delegation Planner™?](https://help.trainual.com/en/delegation-planner#Overview-What-is-a-delegation-planner)**
- **1️⃣ [Part 1: Basic setup and drafting](https://help.trainual.com/en/delegation-planner#Part-1-Basic-setup-and-drafting)**.

    - [**Identify the "why" behind your board**](https://help.trainual.com/en/delegation-planner#Identify-the-why-behind-your-board).
    - [**Identify the "who" of your board**](https://help.trainual.com/en/delegation-planner#Identify-the-who-of-your-board).
    - [**Add primary responsibilities to your groups and people**](https://help.trainual.com/en/delegation-planner#Add-primary-responsibilities).
    - [**Set your responsibility rating terminology**](https://help.trainual.com/en/delegation-planner#Set-your-responsibility-rating-terminology).
- **2️⃣ [Part 2: Advanced setup and publishing](https://help.trainual.com/en/delegation-planner#Part-2-Advanced-setup-and-publishing)**.

    - [**Add time commitment estimates to responsibilities**](https://help.trainual.com/en/delegation-planner#Add-time-commitment-estimates-to-responsibilities).
    - [**Create responsibility descriptions**](https://help.trainual.com/en/delegation-planner#Create-responsibility-descriptions).
    - [**Link relevant content to responsibilities**](https://help.trainual.com/en/delegation-planner#Link-relevant-content-to-responsibilities).
    - [**Set ratings for individual responsibilities**.](https://help.trainual.com/en/delegation-planner#Set-ratings-for-individual-responsibilities)
    - [**Publish your delegation board**](https://help.trainual.com/en/delegation-planner#Publish-your-delegation-board).
- **👀 [Managing your existing delegation boards](https://help.trainual.com/en/delegation-planner#Managing-your-existing-delegation-boards)**.

    - [**Make edits to an existing board**](https://help.trainual.com/en/delegation-planner#Make-edits-to-an-existing-board).

          - [**Remove a column**](https://help.trainual.com/en/delegation-planner#Remove-a-column).
          - [**Edit a responsibility**](https://help.trainual.com/en/delegation-planner#Edit-a-responsibility).
          - [**Edit a board's name**](https://help.trainual.com/en/delegation-planner#Edit-the-board-name).
    - [**Drag and drop columns to reorder people and groups**](https://help.trainual.com/en/delegation-planner#Drag-and-drop-columns-to-reorder-people-and-groups).
    - [**Drag and drop responsibilities to reassign**](https://help.trainual.com/en/delegation-planner#Drag-and-drop-responsibilities-to-reassign).
    - [**Create another brand new board**](https://help.trainual.com/en/delegation-planner#Create-another-board).
    - [**Remove/delete an existing board**](https://help.trainual.com/en/delegation-planner#Remove-an-existing-board).
    - [**Remove/delete an existing responsibility**](https://help.trainual.com/en/delegation-planner#Remove-an-existing-responsibility).
- **❓[FAQs](https://help.trainual.com/en/delegation-planner#FAQs)**.
- **📚 [Learn more about Trainual team planning features](https://help.trainual.com/en/delegation-planner#Learn-more-about-Trainual-team-planning-features)**.

---

### Overview — What is a Delegation Planner™?

The Delegation Planner™ acts as your brainstorming page to document responsibilities, clearly define them, and signify who they belong to.

💭 ***These projects could look like...***

- Outlining the scaling of an existing team.
- Capturing cross-collaborative work.
- Re-delegating job duties after a teammate leaves or gets a promotion.
- Proposing and presenting an idea for a new company strategy.

Sky’s the limit on how you choose to put to use this awesome tool! Learn how to get started using our two-part guide below, and manage all your existing delegation boards in the future. 👇

---

### Part 1: Basic setup and drafting

#### Identify the "why" behind your board:

Begin by mapping out the key objective(s) for your delegation board. 🔑 Will this planner be used for proposing a brand new idea to leadership, reassigning job duties, or something else? Honing in on the *why* will help to set the stage!

1. **Click** "**Delegation**" from the left-hand navigation.
2. Hit the "**Start planning**" **button** to create your first board.
3. **Type the name of the board (AKA** — **the main planning focus)** you'd like to create in the textbox from the pop-up window and push the "**Save**" **button**.

📝 **Please note:** Your boards are originally created in a *draft* state. [**Publishing a board**](https://help.trainual.com/en/delegation-planner#Publish-your-delegation-board) is outlined in part two of this guide.

#### Identify the "who" of your board:

Identify the people and groups to be involved in the responsibilities of your plan. 🗺️

1. **Add people or groups** to your delegation board by clicking on the "**+**" **symbol** in the right-hand corner of the drafted board page and choose which type to add: a "Group" or a "Person" from the drop-down menu.
2. <https://downloads.intercomcdn.com/i/o/1031513551/9f1463d67e97b434ecb8a527/Screenshot+2024-04-24+at+12_19_01+PM.png>**Select the groups or people** from the pop-up window and hit "**Add**."
3. **Repeat steps 1 and 2 as many times as needed** to include all the people and groups involved with your goal or project.

#### Add primary responsibilities to your groups and people:

Time to brain dump! 🧠 When you think about the success of your end goal, team initiative, or project, what responsibilities are being handled, and by whom?

1. **Identify a person or group** that needs an added responsibility.
2. Click the "**Add responsibility**" **button** at the bottom of their column.
3. Enter an **overview of that responsibility** into the populated textbox.
4. Add this responsibility by hitting the "**Create**" **button**.

📝 **Please note:** Adding [**time commitments**](https://help.trainual.com/en/delegation-planner#Add-time-commitment-estimates-to-responsibilities) is outlined in part two of this guide.

#### Set your responsibility rating terminology:

What factors influence your delegatory decisions? Maybe it’s how *passionate* and *skilled* an employee is when it comes to that responsibility.

Decide the factors that are most important to you (that you could [**rate a person on a scale of 1-5**](https://help.trainual.com/en/delegation-planner#Set-ratings-for-individual-responsibilities)). These are your responsibility rating terms — you can create up to 10!

1. **Expand** **the** "**Account**" **options** from the left-hand navigation.
2. Choose "**Settings**."
3. Scroll down to the "**Delegation planner**" **section**.
4. **Edit** the pre-populated rating terms in the existing textboxes **or hit** "**Add new**" to create additional options.
5. **Click** "**Save changes**" to push through these updates.

 

---

### Part 2: Advanced setup and publishing

#### Add time commitment estimates to responsibilities:

Now it’s time to figure out: How long does each responsibility take (and how do they add up for the people in charge)?. ⏰

1. **Identify the person or group** needing a new time commitment.
2. **Click on** the listed responsibility to edit it.
3. Locate the "**Time commitment**" **section** in the pop-up window.
4. Click on the **arrow next to the white textbox** and **choose how you'd like to quantify the time commitment**: hours per day, week, month, quarter, or year.
5. **Enter a numerical amount** into the white textbox.
6. Apply the estimated time commitment by hitting "**Save changes**."

#### Create responsibility descriptions:

Communicate responsibility-specific expectations to your teammates here. 📋

1. **Identify a person or group** that holds a responsibility that needs a description.
2. **Click on** the listed responsibility to edit it.
3. Locate the "**Responsibility description**" **section** in the pop-up window.
4. **Start writing** in the provided textbox and detail the expectations of this specific responsibility in one or two sentences.
5. Apply the description by hitting "**Save changes**."

 📝 **Please note:** There is a 200-character limit on responsibility descriptions. For lengthier explanations, try **[connecting content](https://help.trainual.com/en/delegation-planner#Link-relevant-content-to-responsibilities)** instead.

#### Link relevant content to responsibilities:

Connect helpful how-to content to each responsibility so the people in charge know exactly how to get it done (the right way.) 📚

1. **Identify a person or group** that holds a responsibility that needs linked content.
2. **Click on** the listed responsibility to edit it.
3. Locate the "**Connected content**" **section** in the pop-up window.
4. Hit the "**Connect**" **button**.
   
   ![](https://help.trainual.com/hs-fs/hubfs/image-png-Jul-23-2024-04-23-55-6035-PM.png?width=288&height=171&name=image-png-Jul-23-2024-04-23-55-6035-PM.png)
5. **Search** for the subject, document, or page that needs to be linked.
6. Apply the content by hitting "**Connect content**" and then "**Save changes**" at the bottom of the pop-up window.

🔥 **Tip:** Connect different types of links by clicking on the arrow next to the "Connect" button. This will allow you to add an external URL or even link a newly created subject.

![](https://help.trainual.com/hs-fs/hubfs/Screenshot%202024-07-23%20at%209-16-13%E2%80%AFAM-png.png?width=306&height=188&name=Screenshot%202024-07-23%20at%209-16-13%E2%80%AFAM-png.png)

#### Set ratings for individual responsibilities:

How would you rate this person on a scale of 1-5 using the [**responsibility rating terms**](https://help.trainual.com/en/delegation-planner#Set-your-responsibility-rating-terminology) you created prior? 👀

1. **Identify a responsibility** that needs ratings.
2. **Click on** the listed responsibility to edit it.
3. Locate the **rating** **section** in the pop-up window.
4. **Select all terms that apply** by clicking on the checkbox to the right and **use the sliding scale** to pick a number between 1-5 to set an importance rating.
5. Apply the terms and ratings by hitting "**Save changes**."

#### Publish your delegation board:

You've done it! Your plan has been outlined, documented, and given all the details it needs to be a successful first go around. Time to publish. 🚀

1. **Publish your delegation board** by clicking the "**Apply to account**" **button** in the upper right-hand corner of your planning page.
2. **Review the confirmation pop-up** and decide your next action: "I'm done for now!" or "Create another board."

📝 **Please note:** Only Admin+ permission levels will see the fully published board under the Delegation Planner™ page, but the teammates involved in each plan will now see their new responsibilities listed **[under their profile pages](https://help.trainual.com/en/articles/5547212-directory?hsLang=en#h_30ee951ca4)**.

---

### Managing your existing delegation boards:

Employees get promoted, projects are finalized just to be replaced by the next big idea... nothing in business really stays stagnant for too long. Your Delegation Planner™ boards can continue to help you plan out any company goal or change — no matter the size!

#### Make edits to an existing board:

Projects, goals, and plans ebb and flow. Use these steps to make an update! ✍️

1. **Click** "**Delegation**" from the left-hand navigation.
2. **Select a board** to edit by opening the board drop-down menu.
3. **Make the edits** you desire.

     1. ***Remove a column:***

            1. **Hover over the time commitment** of any listed person or a group.
            2. **Click the three dots**.
            3. Choose "**Remove column**" from the drop-down.

               [![Screen Capture on 2024-04-11 at 06-04-29.gif](https://cdn-std.droplr.net/files/acc_55744/5fVogH)](https://cdn-std.droplr.net/files/acc_55744/5fVogH)
     2. ***Edit a responsibility:***

            1. **Click on** **a** **listed responsibility textbox** under any person or group.
            2. From the pop-up window, make changes to the [**time commitment**](https://help.trainual.com/en/delegation-planner#Add-time-commitment-estimates-to-responsibilities), [**responsibility description**](https://help.trainual.com/en/delegation-planner#Create-responsibility-descriptions), [**connected content**](https://help.trainual.com/en/delegation-planner#Link-relevant-content-to-responsibilities), or responsibility [**ratings**](https://help.trainual.com/en/delegation-planner#Set-ratings-for-individual-responsibilities).
            3. Hit the "**Save changes**" **button** to apply the update.
     3. ***Edit the board name:***

            1. **Click the three dots** next to the board drop-down menu.
            2. Select "**Edit board name**" from the populated choices.
            3. **Adjust the title** of the board and **hit** "**Save**" to apply the update.

#### Drag and drop columns to reorder people and groups:

Keep your key players front and center by changing your column display order. 🧮

1. **Hover over the name** of the person or group you'd like to move.
2. **Click and hold** your finger down on your mouse.
3. **Drag and drop the column** to where you'd like to place it on the board.

   [![Screen Capture on 2024-04-10 at 14-57-03.gif](https://cdn-std.droplr.net/files/acc_55744/0xiYaA)](https://cdn-std.droplr.net/files/acc_55744/0xiYaA)
4. **Publish your changes to your delegation board** by clicking the "**Apply to account**" **button** in the upper right-hand corner of your planning page.

#### Drag and drop responsibilities to reassign:

Does a responsibility make more sense to delegate to a different person or group? Change the listing by dragging and dropping it into a different column.

1. **Hover over the responsibility textbox** of the person or group you'd like to move.
2. **Click and hold** your finger down on your mouse.
3. **Drag and drop the responsibility** to the column you'd like to place it under on the board.
4. (If this is a group responsibility) **Review the pop-up window information** on the action you are taking and **confirm the move** of your responsibility by clicking the "**Got it, let's delegate!**" **button**.

   [![Screen Capture on 2024-04-25 at 12-00-10.gif](https://cdn-std.droplr.net/files/acc_55744/AnOWuz)](https://cdn-std.droplr.net/files/acc_55744/AnOWuz)
5. **Publish your changes to your delegation board** by clicking the "**Apply to account**" **button** in the upper right-hand corner of your planning page.

#### Create another board:

Ready for your next planning session? Use the steps listed below to get started! 🎉

1. Open the **board drop-down menu**.
2. Click the "**Add new board**" **button**.
3. **Enter a title** for your board.
4. Hit "**Save**."
5. **Repeat** the actions listed in [**part one**](https://help.trainual.com/en/delegation-planner#Part-1-Basic-setup-and-drafting) and [**part two**](https://help.trainual.com/en/delegation-planner#Part-2-Advanced-setup-and-publishing) of this help guide to build out your new board.

#### Remove an existing board:

Have you reached your goal? Is the project complete? Time to clean up! 🧹

1. **Click the three dots** next to the board drop-down menu.
2. **Select** "**Remove board**" from the populated choices.
3. **Review the pop-up window information** on the action you are taking.
4. **Confirm the removal** of your board by clicking the "**Remove**" **button**.

**📝 Please note:** This action ***cannot be undone***, and the board cannot be recovered after it has been deleted.

#### Remove an existing responsibility:

Is a listed responsibility no longer relevant? Remove it using these steps. 🗑️

1. **Click on** **a** **listed responsibility textbox** under any person or group.
2. Locate the "**Options**" **section** in the pop-up window.
3. Hit the "**Remove responsibility**" **button**.
4. **Publish your changes to your delegation board** by clicking the "**Apply to account**" **button** in the upper right-hand corner of your planning page.

📝 **Please note:** This action removes a responsibility platform-wide once the changes have been published and is *not just* an update under the delegation board.

 

---

### FAQs

***I added my groups and people but saw responsibilities load that I did not create. Where did those come from?***  
The Delegation Planner™ will always pull from and display any pre-existing responsibilities that already existed for your teammates and groups. Any responsibilities created outside the Delegation Planner™ (ex. in group overviews or people profiles) will sync with the delegaiton board and appear as added columns.

***How do I recover the previous version history of my delegation boards?***   
You are unable to access previous versions of Delegation Planner™ boards at this time. Please do *not* save changes to a board without making notes of what was adjusted if this historical information is needed.

***How can I submit my feedback and ideas about features?***  
If you'd like to share your thoughts about the Delegation Planner™ or think of something else you'd like to see added in the future, send us your **[feature requests and ideas](https://help.trainual.com/en/articles/4113422-how-do-i-request-a-feature?hsLang=en)**.

***Can the responsibility rating terminology be reset after it has been modified?***  
No. If you need to change these back to the original feature terms, please manually enter them into "Delegation planner" [**account settings**](https://help.trainual.com/en/delegation-planner#Set-your-responsibility-rating-terminology) using the reference below:<https://downloads.intercomcdn.com/i/o/1029179180/5e5845878e9d99aa365aef2d/image.png>

1. **Green** = Skill
2. **Blue** = Passion
3. **Yellow** = Business impact
4. **Pink** = Career alignment

 

---

### Learn more about Trainual team planning features:

- Display reporting relationships and chains of command with an **[org chart](https://help.trainual.com/en/articles/5520684-org-chart?hsLang=en)**.
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- Delegate group member and content management to **[your trusted employees](https://help.trainual.com/en/articles/9106194-group-manager?hsLang=en)**.

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